Workday® Docs

3/15/23, 3:10 PM Workday® Administrator Guide
1 | Docs
1.1 | Steps: Set Up Workday Docs
Prerequisites
This task applies only to business processes that Workday Docs supports.
Set Up Security for Drive for all users who do any actions (create, edit, or view) with Docs
templates.
Workday Docs is currently not translated. To make the user interface appear for users who
have a non-English display language, the security administrator must access the Edit
Workday Account task for all of these users and select the Allow Mixed-Language
Transactions option. This setting causes the user interface for Workday Docs (not the entire
Workday user interface) to display in English.
Security: Security Configuration domain in the System functional area.
Context
Workday Docs enables you to automate the generation of documents using Workday data. Docs is
an alternative to the traditional text block method for creating document templates. Workday Docs
supports several types of documents and business processes.
The Docs security domain in the System functional area manages the ability to use Docs templates.
When setting up Docs, add all users who create, edit, or access Docs templates to the Docs and
Drive security domains.
Steps
1. Create security groups for users who will be working with Docs templates (typically
administrators) and users who will be generating documents (usually Recruiters). These
users might or might not be working with business processes.
Use these security group types:
Role-based (constrained) groups

Unconstrained groups
2. Create or edit a security policy for the Docs domain and add permissions.
a. Access the View Domain report.
b. Select Docs from the Domain prompt.
c. From the related actions menu, select Domain > Create Security Policy, or select
Edit Security Policy Permissions if there's an existing policy.
d. In Report/Task Permissions, add or edit security groups.
e. Select the View and Modify check boxes.
f. As a related action on the domain security policy, select Domain Security Policy >
Enable.
3. Access the Activate Pending Security Policy Changes task to confirm changes.
4. Make sure the DWXF file type is a supported type in the tenant, by either supporting all file
types or adding it as a supported type. The DWXF type is a proprietary file type for Docs
templates; it's used primarily when moving templates from 1 tenant to another. You can
move (migrate) templates only if your destination tenant supports this file type.
See Reference: Edit Tenant Setup - System.
https://doc.workday.com/internal/api/webapp/print/83327c72-fb8a-4c34-a4ca-f95c2f79af2a 1/24
5. (Optional) Confirm or update the languages that you want to make available as language
instances in Docs templates by viewing the Languages section on the Edit Tenant Setup –
Global task.
See Reference: Edit Tenant Setup - Global.
1.2 | Create and Publish Docs Templates

Prerequisites
Security: These domains in the System functional area:
Drive
Docs
Document Library
Context
The publish feature enables you to work on content at a draft level for as long as you need to,
preventing those changes from being incorporated when the associated business process runs. As
soon as you publish the content, the business process uses the latest content. Workday constantly
auto-saves your changes, but those changes aren't effective in the template until you publish.
Keep these considerations in mind when creating and publishing templates:
Docs doesn't support automated conversion of templates based on text blocks into the
Docs template format.
Docs doesn't support reusable content between templates. Example: If the same content is
in two templates, you need to update it in both.
If you want to automatically share a Docs template with a set of users, you can share a
folder in Drive with individual users or with a security group, and place the new template into
that folder.
Docs doesn't support automatically publishing on a future date. If you want to hold your
changes back until a specified date, you need to manually publish on that date.
Docs doesn't support concurrent editing or publishing of templates by more than 1 user.
Docs doesn't support right-to-left (RTL) language formatting.
When you create a new template, the new template will be available to configure to the
business process even if you haven't published it yet. Until you publish it, the document
generated from it will be blank. We recommend not configuring a template to a BP until after
you publish it.
If you upload a previously downloaded template file, make sure you publish it before
configuring it to the business process.
Steps
1. From Drive, select Add New > Document Template and name the template.
For DocuSign, you must use a name that is fewer than 100 characters. For Adobe Sign,
names can't contain special characters such as the ampersand (&).
Where applicable, Workday Docs automatically sets the Resulting Document Expiration
Offset to 10 years; currently this value isn't editable.
2. Select a source.
3. Select a category.
You can use segment-based security groups to restrict the document categories displayed
in the prompt.
4. (Optional) Change the base language of the template by clicking Language > Add Language,
then select the new base language.
When you initially create the template, Workday Docs sets the base language to English; any
new language instances will copy the English content as a starting point for your translated
template.
As soon as you save the change to the base language, any new language instances that you
create from the base language template will copy the new base language content.
Existing template language instances retain the same content.
We recommend doing any base language change as a separate action in the Languages
dialog from adding new language instances. If you open the Languages dialog, change the
base language, add languages, and then save, the new languages will inherit content from
the previous base language and not the one you just selected.
5. Configure the layout, such as headers and footers, and the content of the template.
The template initially is in an unpublished state.
A Published (green) or Unpublished Changes (orange) indicator displays at the top of the
template to indicate the status of the content. It doesn't identify individual changes, but the
overall status of the template.
6. (Optional) Add language instances for the template by clicking Language > Add Language.
When you create a language instance, Docs copies the existing content from the base
language into the new instance. Then you use that content as a guide and manually replace
it with the content in the desired language.
You create and manage translated content in headers and footers in the same way as the
template content. Each language has separate headers and footers.
Language instances don't have any specific language requirements; the language name is
simply an identifier that helps you track the different language instances in the template.
If a generated document is sent to a user whose preferred language doesn't match any of
the defined language instances, Workday sends that user the base language document.
7. Click Publish to make the current content active in the template.
As soon as you publish the template, business processes start using the updated template
when generating documents.
When you click Publish, if any errors exist in the template:
A red dot displays next to a language in the text editor drop-down list and the
headers/footers drop-down list if the language instance contains one or more errors
in data fields, condition rules, or images.
A red border displays around the text editor drop-down list and the headers/footers
drop-down list if any language has an error. The red border displays until you fix all
errors in all the language instances.
A red banner and check box display in the condition rule or data field panel, enabling
you to display only the rules or fields with errors.
8. Make additional changes to the template as needed. As soon as you make a change, its
state changes to Unpublished, and the orange Unpublished Changes indicator displays at
the top of the template. Your template changes aren't used in the business process until you
click Publish to activate those changes.
1.3 | Move Docs Templates Between Tenants

Prerequisites
Make sure the DWXF file type is a supported type in the destination tenant, by either supporting all
file types or adding it as a supported type. You can find the full instructions in the Drive Admin
Guide here (step 2) .
Make sure that both the source and destination tenants have the same security configuration, and
the same languages defined in the Edit Tenant Setup – Global task.
Context
You can move (migrate) your templates between tenants by downloading (exporting) from a source
tenant and uploading (importing) to a destination tenant. Workday Docs doesn't support OX-based
migration of templates between tenants.
After moving a template between tenants, you must open the template on the destination tenant
before using it in the Configure Generate Document step. Opening the template causes Docs to run
an error check process, confirming that all condition rules and data fields are correctly configured in
the template.
Workday Docs doesn't support replacing existing templates in a tenant. Example: If you have a
template in a Production tenant and you update a template in a Sandbox tenant, you can't replace
the Production template with the Sandbox template. You need to either manually redo the changes
in the Production level template, or upload the edited template as a new template and configure it to
the BP.
Steps
1. Manually migrate all data fields and condition rules used in the template from the source
tenant to the destination tenant. You can use the View Document Template Details report
for this purpose. Your migration might include manually editing Reference IDs or using
Object Transporter. Your goal is to make sure the applicable data fields and condition rules
exist on the destination tenant and that their Reference IDs match between the 2 tenants.
2. With the template open in the source tenant, go to File > Download As > Docs Template. The
template downloads as a DWXF file. You need to be the owner or have Can Edit permission
to do this step. Note that sharing permissions aren't saved in the downloaded template file.
3. From Drive in the destination tenant, select Add New > Upload and upload the DWXF file.
4. Open the template. Reselect the document category.
a. An automatic data migration begins. The migration makes sure all of your data fields
and condition rules map to the template correctly in your destination tenant. You
must do this step before generating; otherwise, errors might occur during
generation.
b. If errors occurred during the migration, an error page displays. Fix any errors by
either migrating any necessary data fields and condition rules or by editing the
Reference IDs so they match.
c. If you fixed errors, refresh the page. You don't need to upload the template again.
When the migration completes successfully, you no longer see the error page and
you can make edits to your template as needed.
1.4 | Concept: Workday Docs

Workday Docs is a document template creation application in Workday. With Docs you can design,
create, and preview Docs templates that you then use to generate documents using Workday
DocGen. Docs is an alternative to the traditional text block method for creating document
templates. Workday Docs supports several types of documents and business processes. Workday
Docs doesn't require the use of BIRT. You manage Docs templates using Workday Drive.
From Workday in a Google Chrome web browser, select the Drive option in the Workday main menu
(the avatar/profile drop-down menu).
With Workday Docs, you can create a new document template from Drive and then:
Insert data fields, condition rules/blocks, and page breaks.

Create and manage language instances within a template, so that you can easily keep track
of translated content.
Preview and edit the layout and content of a document while in the editing interface.
Share a Docs template from Drive; you can share templates with individuals or with
unconstrained security groups.
Publish the template so that you can select it for use as the Default Document during the
Configure Generate Document step of a business process.
When you are configuring a generate document step in a business process, you can select a Docs
template as the source.
The overall review process (launched from the Inbox) and the business process steps remain the
same.
Docs templates that you create and manage with Workday Docs exist in parallel with traditional
document templates that you create using text blocks (BIRT). When working with your business
processes, you can select either type of template in your BP steps. In many cases, it's desirable to
use Workday Docs to create templates because of its improved usability; however, your template
might have special requirements that Workday Docs doesn't currently support. In these situations,
you can use the traditional document template.
When implementing business processes in Workday Docs, consider that Docs doesn't support:
Reusable content between templates. Example: If the same content is in two templates, you
need to update it in both.
Custom fonts. The template editor, preview PDFs, and generated PDFs currently use the
Roboto font. You can't change this selection.
Automated conversion of templates based on text blocks into the Docs template format.
OX-based migration of templates between tenants. To move templates, you download them
from the source tenant and upload them to the destination tenant, and edit reference IDs if
needed.
1.5 | Concept: Language Instances for Translated Templates

You can design and customize content for multiple languages in a single Docs template. When you
create a template, Docs assigns a base language of English; the base language is like a foundation
language on which any new language instance is based. When you add a new language instance,
Docs automatically copies the content of the base language into the new language instance, then
you can customize the new instance for that language.
You can define the languages that are available to add in the Languages section on the Edit Tenant
Setup – Global task. Note that Docs doesn't support right-to-left (RTL) languge formatting.
To add a language instance, select Language > Add Language.
From the Add Language dialog you can also change the base language of a template. After you
change the base language, any new language instance that you create will copy the new base
language content; existing template language instances retain the same content.
You customize each language instance by replacing the original content with translated content. If
you want styling, layouts, data fields, or condition rules to apply across all language instances, you
need to set those up in the base language before creating the language instances.
To delete a language instance, select it in the Languages dialog and click the X icon. You can't
delete a language if it's assigned as the base; select another language as the base first.
When you publish a Docs template, all of the language instances are published too.
If you don’t add an instance for a document recipient’s language in the Docs template, the
generated document will be sent using the base language.
The way you manage languages for generated documents that are based on Docs templates in
Drive remains the same as for traditional text block based documents:
If you don't specify a language, Workday generates the document using the preferred
language of the Run As User.
If the Run As User doesn't have a preferred language defined in Workday, Workday generates
the document using the language associated with the default locale of the tenant.
If nobody translated the template into a specified language, Workday generates the
document using the base language of the template.
Data field and condition rule formatting in generated documents will continue to be based on the
recipient user's location, not the language instance of the template.
1.6 | Concept: Security Domains and Docs Template Actions

This table summarizes the primary actions you take in the workflow, and the domain/BP access
needed. It includes actions that are part of the traditional workflow for generating and reviewing
documents as well as actions that you now do using Workday Docs. Workday Docs actions are
shown in bold text.
Docs Drive BP
Action DomainDomainPermissions
Notes
Set Up Offers X Workday Docs supports several

document types and business
processes. Setting up an offer
letter is an example.
Define Document Categories X
Create Docs templates from X X

Docs replaces the traditional Add
Drive
Document Templates task and
the Create Text Blocks task.
Also keep in mind that template

creators need to select a
category when creating a new
template, and must have access
to that category in order to do so.
The Document Library domain
controls access to categories.
Create text, layouts, headers, and X X

Docs replaces the need for BIRT
footers in the Docs template
custom layouts (the Associate
Custom Layouts with Generated
Documents task). Instead of
editing text blocks, creating BIRT
layouts, and associating layouts
with documents, you can edit
everything in the Docs template.
Template creators and editors

need access to data fields and
condition rules to use them in the
template. The Document Library
domain controls access to data
fields and condition rules.
Note: Translated instances

(translations at runtime) aren't
supported.
Share Docs templates with users X

To automatically share Docs
or security groups
templates with other users,
create the template in a shared
Workday Drive folder that the
other users have access to.
Those users need access to the
Docs domain.
Docs Drive BP
Notes
Preview PDF in Workday Docs X X

While editing the Docs template,
click Preview to see what your
document would look like.
X
Configure Generate Document
Step
Add a Generate Document Action

step to a business process
Docs Drive BP
Notes
In the Default Document

prompt, select Drive
Documents and navigate
to the Docs template.
Any user with permission

to configure a step to a
business process can
view all Docs templates
on that tenant. Drive
domain access doesn't
determine which Docs
templates are selectable.
Although all templates are
selectable, the
information in the
templates isn't viewable;
only users with Drive
domain access and
individual template
access can view the
template content.
Docs templates are

displayed and selectable
even if the template is in
the Trash in Drive.
Delegating tasks isn't

supported when you use
Docs templates in a
business process.
Tip for Recruiting: By

default, the inbox task
label for the document
review doesn't display the
requisition number or
candidate name. You can
make this information
display using the
Business Process >
Maintain Step Label
Override step on the
Generate Document Step
of the document. For
Docs Drive BP
Notes
example, if you update the

label to Generate Offer,
the inbox item will include
the job requisition and the
candidate name.
X
Set up the Review Documents
steps
Edit/update the Docs template X X Workday Docs doesn't support

effective dates. As soon as you
create and publish a Docs
template, and associate it with a
business process, the template is
used when the business process
runs. Whenever you want to
update a Docs template, we
strongly recommend that you
copy the template, make your
changes in the copy, and then
replace the original template in
the business process with the
copy.
Review the generated document X

Reviewers click the Review
in Docs (still launched from
button to open the generated
Inbox)
document from the Inbox. The BP
configuration defines who can
review. Users who generate
documents, such as Recruiters,
don't need Drive access.
Note: In the Review step of your

business process, within
Configure Review Document Step,
make sure the Document field is
selected from the Generate
Document Step category, and not
the Document Template. If you
select Document Template here,
manual edits to the generated
document aren't saved.
Docs Drive BP
Notes
Review the final generated PDF X

The reviewer, such as a recruiter,
can download a PDF by opening
the generated document from
Inbox, clicking Review, and then
downloading the PDF from the
File menu.
The generated PDF uses the

Roboto font; the font selection
isn't editable.
Transfer ownership of Docs X X In Workday Docs, templates have

templates individual users as owners. You
can transfer ownership at any
time if needed. See Transfer
Ownership of Drive Items to a
Different User .
Purge documents generated by See

You can use a data purging task.
the Generate Documents step notes
Keep in mind that the Purge
Person task permanently deletes
all Personally Identifiable
Information (PII) data associated
with a Worker, including links to
Worker documents. You need
access to the Purge Person Data
domain and the Purge Supplier
sub-domain.
1.7 | Concept: Managing Docs Templates

This table summarizes the primary actions you do when managing Docs templates.
Action Notes
Create a Docs
template
1. From Drive, select Add New > Document template.
2. Select a source.
3. Select a category. You can use segment-based security groups to

restrict the document categories displayed in the prompt.
Notes:
Action Notes
If you want to automatically share one or more Docs templates with

a set of users, you can share a folder in Drive with individual users
or with a security group, and place the new template into that
folder.
Docs templates that you create in Drive are owned by the specific
users who created them. Owners can do actions on templates that
other users can't do; for details, See Reference: Docs Template
Actions Available Based on Permissions.
Workday Docs doesn't support automatically converting a

traditional Docs template (using text blocks and BIRT layouts) into
a Docs template; you need to build them manually.
For DocuSign, you must use a name that is fewer than 100
characters. For Adobe Sign, names can't contain special characters
such as the ampersand (&).
Where applicable, Workday Docs automatically sets the Resulting

Document Expiration Offset to 10 years; currently this value isn't
editable.
If a user's language is set to one that Docs doesn't support, such as

Slovenčina (Slovenská republika), you can't create or view
document templates.
You can include optional text that reviewers can add or delete when
generating a document. We recommend that you highlight this text
or format it in a different color to draw the user's attention when
generating the document. The user can make any necessary edits
within the Generate Document step before sending the business
process on.
Copy a From Drive, select the Docs template and click Make a Copy.
template
Migrate a Docs See Move Docs Templates Between Tenants.

template from
1 tenant to
another
Share a Docs Share with many users at once by giving them a link, which you generate in
template with the Share dialog.
Action Notes
unspecified
users, using a
link (URL)
1. Select a Docs template in Drive and click Share.
2. Enable the Link Sharing option if it isn't already enabled. The ability
to use link sharing is a system setting. If you don't see the option,
check with your administrator.
3. Select the permission level. Everyone who accesses the Docs

template using the link will have this level of access.
4. Click Copy Link. Give this URL to people you want to share the Docs
template with.
For more information about sharing, see the Drive User Guide.
Share a Docs Sharing with individual users enables you to set a specific permission level
template with for the person; these settings remain active if you turn off link sharing.
specific users
1. Select a Docs template in Drive and click Share.
2. In the Share with Individuals area, type the names of the users that
you want to share with and select a permission level in the drop-
down menu.
3. (Optional) Type a message for the users you're sharing with. The
message displays in the Workday notification that the users receive
after you click Share.
4. (Optional) If you're the Docs template owner you can click

Advanced to select whether or not to let editors share the file, and
whether to let commenters and viewers copy, download, or print the
file.
When you share a Docs template with an individual user, the user receives
a Workday notification and (if enabled on the tenant) an email. The user
receives the notification whether or not they have access to the Drive
domain, but they must have Drive domain and Docs domain access to
open the template. For more information about sharing, see the Drive User
Guide.
Action Notes
Share a Docs Sharing with a group of users enables you to set a specific permission level
template with for the group; these settings remain active if you turn off link sharing. The
security groups ability to use group sharing is a system setting for each Drive item type. If
you don't see the option, check with your administrator to ensure that it's
enabled.
1. Select a template in Drive and click Share.
2. In the Share with Groups area, type the names of the groups that
you want to share with and select a permission level in the drop-
down menu.
3. (Optional) If you're the Docs template owner you can click

Advanced to select whether or not to let editors share the file, and
whether to let commenters and viewers copy, download, or print the
file.
Preserve a Copy the Docs template or download it in the DWXF file format if you want
previous to preserve the current version of data or content, before updating it.
version of the
Docs template
Remove a From Drive, select the Docs template and click Remove. Drive moves the
Docs template file to the trash.
Important: Business processes continue to use removed Docs templates.

Additionally, removed Docs templates continue to be selectable in the
Configure Generate Document list. Before removing a Docs template, make
sure you removed it from any business processes it's configured to. We
recommend renaming the template after removing it, adding an indicator to
the name that reminds you not to use it.
Recover a From Drive, select Trash. Select the Docs template and then click Restore.
Docs template Workday places restored file in the All Files view.
from the trash
If you select to remove a Docs template that was shared with you but
you're not the owner, you remove your access to the template. The Docs
template disappears from the Drive file list and it doesn't display in the
trash.
Action Notes
Permanently Access the Drive Permanent File Delete task.

delete a Docs
Before you can permanently delete a Docs template, you must remove it
template
from any business process it's attached to. It's not possible to permanently
delete a Docs template that is, or has ever been, configured to a business
process.
Manage Templates in different languages need to be created and managed

templates in independently, and configured in the business process accordingly.
different Workday Docs doesn't support the concept of a translate instance as with
languages traditional Docs templates and text blocks.
1.8 | Concept: Editing Docs Templates

This table summarizes the primary actions you can do when working with Docs templates.
Action Notes
Add text
If you copy and paste from a text block to a Docs template, Workday
doesn't preserve condition rules and data fields in the Docs template.
The Docs template editor and the PDF previewer use the Roboto font; the
font selection isn't editable.
Note that Workday Docs doesn't support reusable content among

templates. Content used in multiple templates isn't linked and doesn't
automatically update if you change it in 1 template.
The size limit for body content, including images, in the Docs template and
the generated document is 30MB. If you try to insert content that causes
the limit to be exceeded, an error message displays and Workday doesn't
save the change.
Manage Click Layout > Headers & Footers to open the header and footer text editor.
headers and
To delete a header or footer, click the actions menu next to the header or
footers
footer and then click Delete. Docs doesn't support reordering headers and
footers, so you need to delete and re-add them if you want to change the
order.
Notes:
If you add more than 1 header or footer, you must add a condition
rule to each header and footer.
When you preview a document, only 1 header or footer displays at a

time. Docs always shows the first header/footer listed until you
hide its corresponding condition rule, then it shows the next
header/footer listed until you hide its corresponding condition rule,
and so on.
When generated, the first header and footer with a true condition
rule displays. The user who has access to the document generation
task can edit and delete headers and footers if there are multiple
headers/footers with a true condition rule.
Header and footer settings apply to all pages; you can't control
individual header and footer values per page.
Defaults:
Action Notes
Header Height: 96 pixels (or 1 inch)
Footer Height: 48 pixels (or 0.5 inches)
Left/Right Margins: 96 pixels (or 1 inch)
Maximum values:
Header Height (header + top margin): 234 pixels (or 2.44 inches)
Footer Height: 431 pixels (or 4.49 inches)
Left/Right Margins: 408 pixels (or 4.25 inches)
Overall size limit for all headers combined is 5MB.
Overall size limit for all footers combined is 5MB.
Minimum values:
Header Height (header + top margin): 2 pixels (or __ inches)
Footer Height: 2 pixels (or __ inches)
Left/Right Margins: 0 pixels (0 inches)
Manage data To insert a data field, click Insert > Data Field. Highlight text, or place your
fields cursor in the document, and click the + icon next to the data field.
To view all data fields added to the document, open the Manage Data
Fields panel.
To delete an individual data field, right-click the field in the editor and select
Delete.
To delete all instances of a data field, click the actions menu next to the
data field in the panel and then click Delete.
To replace all instances of a data field, click the actions menu next to the
data field in the panel and then click Replace All. Find the new field, and
Action Notes
when you click the Add (+) icon, Workday replaces all instances with the
new field.
Workday Docs doesn't support converting data fields; you need to redefine
them in your Docs template.
To create a new data field, you can navigate directly from the Insert Data
Field dialog to the Create Data Field task by clicking Create New at the
bottom of the dialog.
Manage To insert a condition rule, click Insert > Condition Rule; start typing a rule
condition rules name to find it.
Click the + icon to add a blank condition rule (with no content), or highlight
text in the document before clicking the + icon next to the condition rule.
You can add a condition rule to all content types, including data fields.
To view all condition rules added to the document, open the Manage
Condition Rules panel. Click the eye indicator to display or hide content
applied to the condition rule.
To delete an individual rule, right-click the field in the editor and select
Delete.
To delete all instances of a rule, click the actions menu next to the data
field in the panel and then click Delete.
To replace all instances of a rule, click the actions menu next to the rule in
the panel and then click Replace All. Find the new rule, and when you click
the Add (+) icon, Workday replaces all instances with the new rule.
To create a new condition rule, you can navigate directly from the Insert
Condition Rule dialog to the Create Condition Rule task by clicking Create
New at the bottom of the dialog.
Docs doesn't support conditionally exchanging table cells, rows, or

columns. Instead, we recommend either wrapping the content within the
cell in a condition rule or wrapping the entire table in a condition rule and
using 2 separate tables.
Manage
To add a language instance, select Language > Add Language.
language
instances To change the base language, select Language > Add Language and select
the base language you want. After you change the base language, any new
language instances that you create will contain the new base language
content; existing template language instances will retain the same content.
To delete a language instance, select it in the Languages dialog and click

the X icon. You can't delete a language if it's assigned as the base; select
another language as the base first.
Action Notes
Manage tables To add a table, click Add table. A dashed line shows the table placement.
In a table you can:
Add a column or row: Click the blue circle near a column or row.
Set a cell color: With the cursor in a cell, click the Background Color
icon and select a color.
Set a border color: With the cursor in a cell, click the Borders icon,
then the Edit icon, and select a color.
Merge cells: Select the cells and click Merge cells.
Add a border: Select table cells or the entire table and click the
Borders icon. By default, tables don't have borders.
Resize table columns: Hover over the column edge, click the resize
indicator, and drag.
Delete a column or row: Click the blue line near the column or row
and click Delete row or column.
To delete the table: Click the blue circle in the table corner and click Delete
row or column.
About tables and condition rules: Workday Docs doesn't support the ability
to conditionally use different table cells, rows, or columns. We recommend
either wrapping the content within the cell in condition rules, or wrapping
the entire table in a condition rule and creating a separate table for each
condition.
Insert an Click Insert image and navigate to the image.

image
The maximum size for each image is 7MB.
You can upload up to 22MB of images to a template.
Insert page From the header or footer menu, click the Page Number icon to insert the
numbers page number. If you want to create a running page number and total, you
Action Notes
can include text along with the page number values. Example:
Page Page [Current] of Page [Total].
Insert a page Click Insert Page Break.

break
Add a link
Click the Insert Link icon to add a URL directly into the text. Highlight text
and then click the Insert Link icon to create a hyperlink in the text.
Lock content Highlight text in the document and click Lock Content.
After you lock content, users with access to the document generation step
can't edit it; however, users can still delete text even if it's locked.
Change fonts
The Docs template editor and the PDF previewer use the Roboto font.
Workday Docs doesn't support changing the font; however, you can change
the text style (paragraph style and headlines).
Undo or redo To undo a change, press Ctrl+Z (Windows) or Command+Z (Mac).

your changes
To redo a change, press Ctrl+Y (Windows) or Command+Y (Mac).
Preview a Click Preview.

document
Use the Manage Condition Rule panel to show or hide content assigned a
condition rule before previewing the document. Only 1 header or footer
displays at a time.
1.9 | Reference: Docs Template Actions Available Based on

Permissions
This table summarizes the actions available for Workday Docs based on the user's permission level
in Drive. Keep in mind that this table covers only the permissions that you manage from Drive when
sharing Docs templates.
Can Can
Action View Edit Owner
X X X
View Docs template
X X X
View Docs template in preview mode
X X X
Copy Docs template
Allowed for the Can View and Can Comment permissions

only if the Docs template owner selected the
Commenters and viewers can copy option when sharing
the Docs template.
X X X
View list of specific users the Docs template is shared
with
X X
Remove (self) from shared Docs template access
X X
Change share permissions
Allowed for the Can Edit permissions only if the Docs

template owner selected the Editors can share option
when sharing the Docs template.
X X
Edit content
X
Rename Docs template
X
Remove to trash and restore from trash
Permanently delete Docs templates: Drive administrator

only
1.10 | Reference: Business Processes That Support Workday

Docs
You can use Workday Docs as part of these HCM business processes:
Add Academic Appointment

Add Additional Job
Add Retiree Status
Change Job
Change Organization Assignments for Worker
Change Organization Assignments for Workers by Organization
Close Position
Contract Contingent Worker
Create Position
Edit Hiring Restrictions
Edit Position
Edit Position Restrictions
Edit Position Restrictions Additional Data
Edit Worker Additional Data Event
Employment Agreement
Employee Contract
End Academic Appointment
End Additional Job
End Contingent Worker Contract
End International Assignment
Freeze Position
Hire
Hiring Restrictions
Manage Probation Period
Mass Correct of Hire Business Processes
Move to New Manager
Move Workers (By Organization)
Move Workers (Supervisory)
Move Worker (Supervisory)
Offer
Period Activity Pay
Remove Retiree Status
Remove from Matrix Organization
Request Flexible Work Arrangement
Request Reference Letter
Review Probation Period
Service Dates Change
Start International Assignment
Switch Primary Job
Termination
Title Change
Update Academic Appointment
Wage Theft Prevention Notice
Workday recommends that you add the Generate Document Action step and Review Documents
step to the supported business processes definition to generate and view documents using
Workday Docs.
Related Information
Concepts
Concept: Review Documents Step

Tasks
Configure Generated Documents
Steps: Set Up Workday Docs

Workday® Docs

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Document Information

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Available Formats

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3/15/23, 3:10 PM Workday® Administrator Guide

Use these security group types:

Role-based (constrained) groups

1.2 | Create and Publish Docs Templates

Security: These domains in the System functional area:

Keep these considerations in mind when creating and publishing templates:

1.3 | Move Docs Templates Between Tenants

1.4 | Concept: Workday Docs

Insert data fields, condition rules/blocks, and page breaks.

1.5 | Concept: Language Instances for Translated Templates

To add a language instance, select Language > Add Language.

1.6 | Concept: Security Domains and Docs Template Actions

Set Up Offers X Workday Docs supports several

Define Document Categories X

Create Docs templates from X X

Also keep in mind that template

Create text, layouts, headers, and X X

Template creators and editors

Note: Translated instances

Share Docs templates with users X

Preview PDF in Workday Docs X X

Add a Generate Document Action

In the Default Document

Any user with permission

Docs templates are

Delegating tasks isn't

Tip for Recruiting: By

example, if you update the

Edit/update the Docs template X X Workday Docs doesn't support

Review the generated document X

Note: In the Review step of your

Review the final generated PDF X

The generated PDF uses the

Transfer ownership of Docs X X In Workday Docs, templates have

Purge documents generated by See

1.7 | Concept: Managing Docs Templates

3. Select a category. You can use segment-based security groups to

If you want to automatically share one or more Docs templates with

Workday Docs doesn't support automatically converting a

Where applicable, Workday Docs automatically sets the Resulting

If a user's language is set to one that Docs doesn't support, such as

Migrate a Docs See Move Docs Templates Between Tenants.

3. Select the permission level. Everyone who accesses the Docs

1. Select a Docs template in Drive and click Share.

4. (Optional) If you're the Docs template owner you can click

1. Select a template in Drive and click Share.

3. (Optional) If you're the Docs template owner you can click

Important: Business processes continue to use removed Docs templates.

Permanently Access the Drive Permanent File Delete task.

Manage Templates in different languages need to be created and managed

1.8 | Concept: Editing Docs Templates

Note that Workday Docs doesn't support reusable content among

When you preview a document, only 1 header or footer displays at a

Header Height: 96 pixels (or 1 inch)

Footer Height: 48 pixels (or 0.5 inches)

Left/Right Margins: 96 pixels (or 1 inch)

Footer Height: 431 pixels (or 4.49 inches)

Left/Right Margins: 408 pixels (or 4.25 inches)

Overall size limit for all headers combined is 5MB.

Overall size limit for all footers combined is 5MB.

Header Height (header + top margin): 2 pixels (or __ inches)

Footer Height: 2 pixels (or __ inches)

Left/Right Margins: 0 pixels (0 inches)

Docs doesn't support conditionally exchanging table cells, rows, or